CA State - Submit Proof of Completion - Genius Enterprise Legacy/Custom

*Please note that if you have customized your instance of Genius, your site might operate differently.

The ‘Submit Proof of Completion’ module is a learner driven module that allows learners to submit documentation for courses completed externally. Common use cases include externally completed training that needs to be recorded in the system under a specific course name to ensure consistency in tracking and reporting. Submit Proof of completion is a separate process from the Request Credit module. The Request Credit module does not require an active course already assigned to the learner.

For example:

• Equivalent training completed within the compliance period at a different agency. In cases where a learner has changed jobs, certain training mandated by the state may still be valid if completed within the allowable date range. If the new agency has the same course active on the learner's dashboard, they may permit the learner to fulfill the requirement by submitting a valid, non-expired certificate from their previous employer. This approach ensures a consistent training history by allowing the learner to submit the certificate under the specific course name already configured in the system.
• Self-paced optional or alternative online training completed outside the LMS. Learners may choose to complete asynchronous training or certification programs through external platforms such as LinkedIn Learning, Skillsoft, or other vendor-hosted portals. The agency may choose to create a dedicated course to collect those completions in one place. This ensures the learning is documented and recorded under the appropriate course name in the system, maintaining a comprehensive and consistent training history.
• Compliance or required training completed externally but tracked for internal reporting. Certain mandatory trainings—such as Defensive Driver Training or Information Security Awareness—may be completed through third-party systems like KnowBe4 or departmental platforms outside the LMS, like DGS. If allowed by agency policy, learners can submit valid certificates of completion for review and approval. Once approved, the training is recorded under the designated course in the system, ensuring compliance requirements are met and reporting remains accurate across all learners.

A certificate of completion or another proof is required for submission and must be reviewed and approved before the course is marked as complete in the system. Once approved the completion is recorded as a true enrollment in the system that will show in the default enrollment reports.

Learner Side

To Submit Proof of Completion, e.g Certificate of Completion or Participation documentation as a learner:

1. Log into the Learner Dashboard and locate ‘Submit Proof of Completion’ menu on the left (the name may vary based on your organization's settings).

2. Click on the menu to enter the interface. On the page you will see Select Section drop-down menu, Completion Date menu and Select File button. Any previous requests will also be listed in this area.

In the Select Section menu locate the active section of the course for which you are submitting proof of completion. Specify the Completion Date as recorded on the certificate. This will be the date reflected on the transcript, so it must match the course completion date shown on the submitted certificate. Upload Certificate or other required documentation.

3. Click on Submit button to send the request for approval.

If the file was successfully submitted, then the learner will see the submitted request as ‘Pending’, meaning that the request has been sent for the review to the approver.

Once the action is taken on the request:

• If the request is approved, the learner will be marked as completed for the course and will receive the standard course completion email. The course will be moved to the Completed Courses section on the learner dashboard with the completion date specified during submission, and the appropriate status will be displayed.
• If the request is denied, the learner will receive an email notification stating the decision, along with the reason for denial if one was provided.
• If the learner is required to resubmit the certificate, an email will be sent with instructions. The learner will then need to repeat steps 1–3 of the submission process.

By default, the request is going to the supervisor listed in the profile. If the supervisor is not listed or has not been assigned, then an organization can dedicate a default approver on the system level.

Administrator Side:

Administrators have full access to configure and manage several aspects of the Submit Proof of Completion module. These include:

1. Customize the Menu Name on the Learner Dashboard
   • Administrators can rename the module as it appears to learners by going to:
     Administration > Themes > Front End Pages – Labels (label: Submit Proof of Completion).
   • For example, the menu may appear as “Submit Completion for an Active Course” or a similar custom label.
2. Enable or Disable the Module for Learners
   • The module can be hidden from the learner interface if not in use.
   • To disable it, navigate to:  Administration > Access Setup > Learner > Submit Proof of Completion
   • Uncheck the corresponding box to remove learner access.
3. Edit Notification Emails
   • All system emails related to the module can be customized under:
     Administration > Default Templates
   • Relevant templates include:
     • AUTO_MANAGER_PROOF_OF_COMPLETION: Sent to the approver when a request is submitted.
     • AUTO_COURSE_COMPLETION_REQUEST_DENIED: Sent to the learner if the request is denied.
     • AUTO_COURSE_COMPLETION_REQUEST_RESEND: Sent to the learner when resubmission is required.
4. Manage Requests Through the Reports Interface
   • Administrators can view and manage all learner submissions in: Reports > Proof of Completion
   • Within the report, admins can:
     • Approve or deny requests via status icons.
     • Download submitted certificates for review.
     • Resend approval request emails to designated approvers.
     • Filter and export request records in Excel or .csv format.

Access to this report can be granted to other roles (e.g., managers or training office staff) as needed.

Manager/Supervisor View

Please note that custom environments may have different approval workflows than the default described below. By default, the learner's direct supervisor is set as the approver for course completion requests. If a supervisor is not assigned to the learner, the system will use a default approver account, which will receive email notifications just as a supervisor would.

Approvers have several ways to review and act on requests, depending on system configuration:

1. Via Email
Approvers receive an email notification when a learner submits a proof of completion request. The email includes the following options:

• Approve – Instantly approves the request.
• Decline – Opens a prompt to enter a reason for denial.
• See the File – Allows the approver to download and review the submitted certificate.

2. Via Management Dashboard (if enabled)
If this feature is turned on, direct supervisors can manage proof of completion requests directly from their Management Dashboard. Submitted requests appear in the Course Completion Requests widget with the following available actions:

• Approve – Confirms the learner's completion.
• Deny – Rejects the request if the documentation is insufficient.
• Download – Opens the submitted certificate for review.
• Request More Information – Sends a prompt back to the learner for additional details.

Only requests requiring action will appear in the widget.

3. Via Reports (if access is granted)
If system access to reports has been enabled by an administrator, supervisors and managers can access the Reports > Proof of Completion report.

• Available actions (e.g. approve, deny, download, etc.) may vary depending on how the system administrator has configured access for their role.
• The system administrator is responsible for assigning access to this report based on role and organizational needs.